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7. Drug File

7. Drug File

 

 

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Drug File

The Drug File in BestRx stores and manages all medication-related data used during prescription processing, pricing, inventory, and insurance billing.
Users can access, create, update, and maintain drug records directly from the Rx Processing Screen.

Drugs can also be added using the Master Drug File (for more details, see:9. Search Master Drug File

To access the Drug file (from the Rx Processing Screen) press the F4 key, click on the Drug button towards the left of the screen or click on File 7. Drug File.

To add or view drugs by vendor in BestRx, select Add New Drug to enter a new drug into the system.

To view existing entries, choose Display All to show all drugs currently on file, then apply the Vendor filter to narrow the list by supplier. For detailed instructions on adding a vendor, refer to the: A. Vendor/Supplier File

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Add New Drug

To add a new drug from the Rx Processing screen, place the cursor in the Drug field and ensure it is empty. Then press F4, click the Drug button on the left, or navigate to File 7. Drug File. In the Drug File screen, confirm that Add New Drug is selected at the top. Enter the required drug information, then click Save to store the entry or Save & Exit to save and return to the Rx Processing screen.

Minimum Requirements: Drug Name & Strength/Description, NDC, Medicaid No, Package Size, AWP, and ACQ.

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Editing an Existing Drug

From the Rx Processing screen, enter the drug name in the Drug field, then open the Drug File by pressing F4, clicking the Drug button on the left side of the screen, or selecting File 7. Drug File. To make changes, ensure the Edit Drug option is selected at the top of the screen, update the necessary fields, and save your changes by clicking Save or pressing Enter when the Save button is highlighted. To save and return to the Rx Processing screen, click Save & Exit or press Enter when it is highlighted. If the Display Drug option is selected, the record is in read-only mode and cannot be edited.

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Copying a Drug

BestRx will prompt you if you’re saving the Drug with the same NDC.

If a drug has similar information to another drug, click the Copy Drug button to duplicate its details. The system copies all information except the NDC #, Medicaid No., Medicare, Drug Color, Drug Quick Code, and Preferred Drug fields. Enter the remaining required information, then click Save or press Enter when the Save button is highlighted to save your changes. To save and return to the Rx Processing screen, click Save & Exit or press Enter when it is highlighted.

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Deleting a Drug

A drug cannot be deleted if it has already been used to fill a prescription (Rx #). Instead, set Active to No to mark the drug as inactive.

The user can only delete a drug if it has not been used to fill a prescription in the system. To delete a drug, ensure the Edit Drug option is selected at the top of the screen, enter the drug name, and press Enter. Then click Delete and confirm by selecting Yes when prompted.

To clear all data on the screen, click Cancel or press Enter when the Cancel button is highlighted.

Drug Fields

Basic Identification

  • Drug Description: Enter in the name of the drug in ‘Name, Strength’ format.
    When searching for a drug, enter in the whole or partial drug name and press the "Enter" key.

  • NDC / Product ID: Enter in the drug’s NDC number.

  • Medicaid No: Enter in the drug’s Medicaid number.

  • Medicare No: Enter in the drug’s Product ID.

  • Product ID Qualifier: Indicate the proper product ID qualifier from the drop-down list. Default is 03 - National Drug Code (NDC).

Packaging & Quantity

  • Package Size: Enter in the package size of the drug.

  • Medicaid Pkg Size: Enter in the Medicaid package size of the drug.

  • Default Dispense Qty: Enter in the default dispense quantity for when this drug is selected.

  • Unit of Measure: Select the appropriate unit from the dropdown list (e.g., tablet, mL, capsule). The default is Each.

Pricing

  • Drug AWP: Enter in the Actual Wholesale Price of the drug.

  • History: Displays changes to drug pricing, including the old and new prices and the user who made the update.

  • Direct Price: Enter in the direct price of the drug. Default is Drug AWP.

  • Fed MAC Price: Enter in the Federal MAC price. Default is Drug AWP.

  • Custom Dispense Price: Enter in a custom dispense price to override other fields.

  • Acquisition Cost: Enter in the acquisition cost. Default is 14% off AWP.

  • Last Price Update: Enter the last date the drug had a price update.

  • Price Code: Enter the price schedule code. For cash plans, this overrides the price code in the insurance plan.

Inventory

  • Current Qty on Hand: Displays current quantity. Can be adjusted if needed.

  • Minimum Qty on Hand: Enter minimum quantity to keep on hand.

  • Equivalent Drug QOH: Displays the QOH for the equivalent drugs linked to this drug.

Drug Details

  • Manufacturer

  • Lot Exp Date

  • Lot #

  • Quick Code (searchable shortcut)

Drug Class & Attributes

  • Control Class: Select the control type from the dropdown (None or C1–C6).

  • Generic Drug: Indicate whether the drug is generic (Yes or No).

  • Maintenance Medication: Indicates whether the drug is a maintenance medication (Yes or No). New flexibility in the Drug File now allows authorized users to override this classification when needed. Previously, Maintenance Medication status was determined solely by Medi-Span data; with this enhancement, pharmacies can manage exceptions when their workflow or payer requirements differ from the Medi-Span classification. To edit this field, a new access right is available under Access Rights Assignment Advanced Features.

  • Groups: Add/remove groups associated with this drug

Status & Flags

  • Drug in Robot (all, none, or specific robots via edit option PharmAssist, Parata, ScriptPro, RxSafe, or RxMedic.)

  • Active Drug: Indicate whether the drug is active (Yes or No).

  • Preferred Drug: Indicate whether the drug is preferred (Yes or No).

  • Compound Drug: Indicate whether the drug is a compound (Yes or No).

  • 340B Drug: Indicates if the drug qualifies for 340B pricing (default is No).

  • EDI Type: Select the EDI type (Normal or LTC Drugs Only; default is Normal).

  • Hazardous: Indicates if the drug is hazardous (linked to Medi-Span data).

  • Opioids: Indicate whether the drug is an opioid (Yes or No).

  • Storage Condition: Displays storage requirements (linked to Medi-Span data).

  • Prompt for Diag. Code:

    • Use Value from Pharmacy Setup: Applies the value configured in Pharmacy Setup.

      Yes: When selected, BestRx prompts you to apply this setting to all equivalent drugs, allowing you to choose Yes or No.

Remarks (F12)

Drug Remarks: Enter remarks for the drug, with the option to add additional notes.

  • Enable Auto-Display Remarks for All Drugs to prompt these remarks during Rx Processing.

More…

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  • Reference # Qualifier: Default is 1 - RX Billing or 2 - Service Billing

  • Default DAW: Select the appropriate DAW code from the dropdown (e.g., 0 – No Product Selection Indicated, 1 – Substitution Not Allowed by Prescriber, 2 – Substitution Allowed, Patient Requested, 3 – Substitution Allowed, Pharmacist Requested, etc.).

  • Immunization: Link to immunization record by selecting available immunizations created in the immunization file

  • Drug Type: Rx or OTC (default Rx)

  • Generic Available: Yes/No

  • Specialty Drug: Yes/No

  • Pkg Use Ind: Package Use Indicator. Select what kind of packaging the drug will use, if applicable.

  • Pkg Breakable: Indicate whether the package is breakable or not. If Yes, then part of the package can be dispensed. If No, then the whole package must be dispensed at once.

  • Default DUR Reason for Service Code: Set the default DUR Reason for Service code when a claim needs to be split billed using this drug.

  • Default DUR Professional Service Code: Set the default DUR Professional Service code when a claim needs to be split billed using this drug.

  • Default DUR Result of Service Code: Set the default DUR Result of Service code when a claim needs to be split billed using this drug.

  • Warning Code: Enter in the warning code for the drug or search for a warning code by clicking the search button when the field is empty. A Warning Label Code of ‘0’ indicates there is no code for the drug.

  • Sig Code(s): Enter in the Sig Code of the drug. The user may also search for the Sig Code by entering in the whole or part of the Sig Code and pressing the Enter key. The user may also see all the Sig Codes by clicking the search button when the field is empty.

  • Refills Expire In: Select a duration (Default from Plan, 6, 12, 18, or 24 months, Does Not Expire), or choose Custom and enter the number of months.

  • Maximum Refills: Set a maximum number of refills allowed for this medication.

  • Code One Restriction: Indicate whether Code One restrictions apply (Yes or No).

  • NY DVS Code: Enter the New York Medicaid DVS code for the drug.

  • Category of Service: Enter the drug’s category of service.

  • Custom FastPakID: Enter a custom ID for sending the drug to FastPak.

  • FastPakID to Send: Displays the ID sent to FastPak.

  • Print Meducation Instructions: Indicates whether Meducation instructions print (default is Yes).

  • Med Code: Enter a medication code if required.

Price Formulary

Price Formularies can be configured for in-house loyalty programs, senior discounts, or other pricing strategies. This feature is linked to the Price Formulary File and allows formularies to be assigned to specific insurance plans.

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To add a Price Formulary, click Add/Edit Price Formulary. A pop-up window will appear where you can select a formulary from the Formulary Name dropdown. Enter the quantity ranges and corresponding retail prices, repeating the process until all desired ranges have been added. When finished, click Save & Exit or press Enter while the button is highlighted.

Note: If no custom formulary is selected, the system defaults to the Basic Cash Formulary, which applies pricing to all cash prescriptions for the drug.

To create a custom Price Formulary for a specific group, enter a unique formulary name (e.g., Patients Over 80 or Patients Under 60, etc.) in the Price Formulary File. For detailed steps, refer to: E. Price Formulary File

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Select the desired formulary from the Formulary Name drop-down, then enter the quantity ranges and corresponding retail prices, continuing until all required ranges are defined.

When finished, click Save & Exit or press Enter while the button is highlighted.

To edit a formulary, open the drug in Edit mode, navigate to the Price Formulary screen, and click Edit Formulary next to the entry. Update the quantities and prices as needed, then click Save & Exit or press Enter.

To delete a formulary, open it in Edit mode, click Delete (or press Enter), and confirm by selecting Yes when prompted.

To clear all entered quantities and prices, click Cancel or press Enter.

To exit the screen, click Exit, or select Back to Main (or press Enter) to return to the Drug Info screen.

Selecting Delete All Price Formularies will remove all formularies on file (e.g., Basic Cash Formulary, Patients Over 80, Patients Over 70).

Equivalent Drugs

The Brand / Generic Link defines the relationship between a brand drug and its generic equivalents.

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To add a link, open the brand drug in Edit mode, search for a drug in the Search for Equivalent Drug (or equivalent search) field, and select it from the results. The selected drug will appear in the linked list and can be marked as Preferred.

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To remove a linked generic, select it from the Generics Linked to This Drug list or enter its line number and click Remove, then confirm the action when prompted.

When finished, click Back to Main or press Enter to return to the Drug Info screen.

Linked generics appear as recommended options during Rx Processing.

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Drug Education

Make sure to run a Medi-Span update to confirm if any updates are necessary for the counseling to appear, the information is pulled from Medi-Span.

For more information: Performing the Medi-Span Update

The Drug Information screen displays key details about the selected drug. For generic drugs, some information (such as messaging) may only be available through the associated brand drug.

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The screen includes a header showing the RX# and drug name, along with four tabs that provide different types of information:

You can select a language from the top of the screen before printing (English, Spanish, Russian, Chinese, Korean, Vietnamese, or Arabic).

  • Long Counseling – Displays the full counseling message (similar to label content) in English and Spanish. This message can be printed using the buttons at the bottom (defaults to the report printer).

  • Short Counseling – Provides a condensed version of the counseling message. Printing is available using the same options as the long message.

  • Auxiliary Warnings – Shows default warnings from the database vendor and any custom warnings. This tab cannot be printed.

  • Medication Guide – Contains FDA-provided guides (when available). These cannot be edited. Availability is limited, and not all drugs include a guide. Use the controls near the bottom of the screen to print or adjust the view.

To exit, click Back to Main or press Enter (when highlighted) to return to the Drug Info screen.

Compound Details

The Compound Details tab lists all ingredients included in the compound and defines key attributes of the preparation.

For more information on creating a compound:

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  • Compound Type
    Select the appropriate compound type.

  • Level of Effort
    Specify the preparation complexity level. In most cases, insurers do not reimburse above Level 3. The pharmacy is responsible for determining the correct level in coordination with the insurance provider.

    • 00 – Not Specified

    • 11 – Level 1 (Lowest; 1–4 minutes)

    • 12 – Level 2 (Low complexity; 5–14 minutes)

    • 13 – Level 3 (Moderate complexity; 15–29 minutes)

    • 14 – Level 4 (High complexity; 30–59 minutes)

    • 15 – Level 5 (Highest; 60+ minutes)

    • 16-22 (Higher levels of effort)

  • Route of Administration
    Select how the compound will be administered.

  • Dosage Form
    Select the appropriate dosage form.

  • Dispensing Unit
    Select the dispensing unit. This should match the unit defined on the main drug record.

Adding Ingredients

Ingredients are added one at a time:

  1. Search for and select the ingredient in the Drug Name / Product ID field. (Search the Master Drug File to add new drugs if you cannot locate the drug).

  2. Enter the quantity for the ingredient.

  3. Click Add Ingredient.

Repeat this process until all ingredients have been added. The Basis of Cost and Modifiers fields should not be used unless specifically instructed by the insurance company.

To delete the entire segment, click Delete Compound Info with nothing selected.

To print the details, click Print Compound Info.

To return to the Drug Info screen, click Back to Main.

Vendor Item

The Vendor Item screen is used to enter or view vendor details for the selected medication. If using the wholesaler interface, fields may auto-fill based on supplier data.

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Vendor Setup

  • Vendor: Select from the dropdown. A. Vendor/Supplier File

  • Vendor Item #: Enter the supplier’s item number.

  • Package Size: Auto-filled from the Drug Info screen.

  • Default Pkg's to Order: Enter the usual number of packages ordered.

  • Default Units to Order: Auto-calculated (e.g., 100 per package × 5 packages = 500 units).

  • Package Acq Cost: Enter the cost per package from the supplier.

  • Primary Vendor: Mark if this is the main supplier for the medication.

After entering all information, click Save to attach it to the medication, or click Clear to reset the fields. If you no longer order this medication from a supplier or need to remove the details, select the supplier in the right pane and click Remove. To delete all vendor records, click Remove All. To return to the Drug Info screen, click Back to Main.

Allergies

This screen displays all allergies that may interact with the selected medication. Use the scroll bar to view the full list. To return, click Back to Main.

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Recent Fills

Displays the most recent fills, including the Rx#, for the selected drug in the drug file.

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Documents

The Documents screen displays all documents attached to the selected patient. It supports any document that can be scanned using a BestRx-compatible scanner. If your pharmacy does not currently have the RX Scanning / Document feature, contact support for more information.

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To add a document, click Add Document, enter a name or remarks, and select options such as scanning both sides, multiple pages, or color.

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Scan

Use Scan to scan documents directly into the system; once complete, the image will appear in the preview pane on the right.

Capture

Use Capture to take a photo using a connected camera. You can change the camera using the Device Name dropdown, adjust image quality with the Resolution dropdown, or access additional camera settings through the Settings Gear.

 

Import

To import files, click Import Saved Documents. Supported formats include PDF, GIF, BMP, JPG, JPEG, PNG, TIF, TIFF, and TXT. Add files using Add Documents, then click Finish Importing. Select Back to Scan to return to the previous screen.

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Documents can be viewed, printed, downloaded, faxed, or deleted by selecting a file and choosing the appropriate option below the preview pane. To return to the Patient Info screen, click Back to Main or press F8.

Faxing (Internet Faxing customers only)

The fax option becomes available after selecting a document. You can enter recipient details, include a coversheet, attach additional files, or scan documents during the process. Use Preview & Send to review the fax before sending, or click Send when ready.

The document viewer supports duplex scanning, page navigation using the < and > buttons, and zoom controls using the + and - icons. The Options button provides access to scanner settings.

Inventory

Displays current inventory and functions the same as the Inventory Tracker in BestRx.

C. Inventory Tracker

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